Why? Because
you haven't yet been told such things as WHO the document is for, WHY they want it or WHAT
they already know (or don't know).
Without such information, it's most unlikely that you'll just happen to write a document
that correctly targets these questions of who, why and what.
TIP #1: Your readers -- just as much as the topic of the document
-- will determine what you write.
This article discusses these key questions and will help you to learn more
about your readers and their needs.
Who will read this document?
Before you start writing, do your best to identify who will read your
document. Will it be just one person, or might it be passed around to others?
If you're writing for a single reader, you're in luck. This will make it relatively easy
to target your writing at his or her specific expectations and level of knowledge.
If you're writing for several people, though, they may have different expectations and
levels of knowledge. If so, can you identify one of them as your main reader: the person
whose interests you most need to satisfy?
If you can, it may be best to write the document as if you're writing just for this main
reader. Trying to satisfy the needs of several different readers at once can be very
difficult. You risk ending up with a document that tries to be everything to everyone yet
ends up being nothing to anyone.
Sometimes it may not be possible to single out one reader as the main reader. You may have
to write for several different readers (or groups of readers), and it may be important to
satisfy all of them. In such a case, it might be best to write two or more separate
documents, each one closely tailored to the different needs of a specific reader or group.
TIP #2: Before you start writing, clearly identify whom you're
writing for.
Why do my readers want this document?
One of the most valuable questions you can ask your readers is why they
want your document. What do they want to do with the information they'll gain?
The range of possible answers is just as varied as the range of possible readers. For
example:
* Reader A may want to read a comprehensive introduction to the topic before she decides
if and how to use the information further.
* Reader B may want to use your information to persuade a client or superior to a certain
course of action.
* Reader C may want to use your information to evaluate an idea of her own.
* Reader D may want to use your information to evaluate an idea from someone else.
* Reader E may be a fellow expert who wants to review other opinions on the topic; i.e.
yours.
* Reader F may want a brief and straightforward overview so that he knows just enough not
to be embarrassed when the subject is discussed.
TIP #3: Before you start writing, clearly identify what your
readers expect from your document.
What do my readers already know?
Imagine that a colleague asks for your advice on a purchasing decision -- be it for a PC,
a car, a house or a pet. Ideally, what level of detail would you provide in your answer?
a. I'd pitch my answer at a very technical level. They can always find out
what it means later.
b. I'd pitch my answer at a very simple level in order to be certain that it didn't go
over their head.
c. I'd pitch my answer at a moderate level and hope this was about right.
d. I'd pitch my answer at the level that is convenient to me.
e. None of the above.
Let's consider choices a and b. If you provide a very technical answer,
you risk pitching the answer too high, and your colleague may not understand your advice.
Similarly, if you provide a simplistic answer, you risk pitching the answer too low, and
your colleague will learn little or nothing.
It may be tempting to choose answer c and say that it's reasonable to pitch your answer at
a moderate level; that way it's likely to be about right. But how do you know what level
your colleague will find moderate? If you're an expert on the topic, your guess about what
constitutes moderate is likely to be too high. And if your colleague knows more than you
realise, it may be too low.
We'll skip over answer d without further comment. :-)
We're left, as you may have suspected, with answer e. Ideally, you'd pitch the answer at
exactly the right level to suit your colleague's existing level of knowledge. Of course,
you can't know what this is without first asking how much your colleague already knows.
TIP #4: Before you start writing, identify how much your readers
already understand.
So, before you start to write that next report, ask yourself these three
questions:
* Who will read this?
* Why do they want this information?
* What do they already know?
Once you've answered these questions, you stand a good chance of
submitting a report that will be both useful and well received.
Good luck.
About the Author
You'll find many more
helpful tips like these in Tim North's much applauded range of e-books. FREE SAMPLE
CHAPTERS are available, and all books come with a money-back guarantee. BetterWritingSkills.com
Article reprinted with permission from Strategic Services. All rights reserved. Helene
Malmsio has been a successful business entrepreneur for nearly 30 years and has been
operating Strategic Services group of Companies since 1987. To get more small business
resources and business entrepreneur executive training on how to manage a successful small
business (including how to increase your Affiliate Income) as well as free books to help
improve your business and sales profits visit http://www.strategic-services-aust.com
Your Thoughts?
What are your thoughts on this? Drop me a line at ivan
at klariti dot com
